C7H-Execute Amendment To Agmt w- FIU Complete MB Archival Digitalization ProjecCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Authorizing The City Manager To Execute An Amendment To The Agreement With Florida
lnternational University, ln An Amount Not To Exceed $78,543.22, To Provide Archival Digitization And
c ino Services Of Historical Documents.
lntended Outcome Su
Maximize Miami Beach as a Brand Destination
Supporting Data (Surveys, EnvironmentalScan, etc.): N/A
Item Summary/Recommendation :
On June 11,2014, the City Commission adopted Resolution No. 2014-28640, authorizing the City Manager
to enter into an Agreement with Florida lnternational University in the amount of $135,000 to provide
archival digitization and cataloging services of historical documents and materialfor the City's Centennial
Anniversary.
The first phase of the Project began in late August 201 5, setting up an installation of scanning equipment
for three catalogers, ordering and installing the equipment and working on a cataloging methodology. ln
February 2014, the archival database acquired a Miami Beach domain, which is publicly available.
Cataloguing and digitization of images continued, and as of August of 201 5, there were 22,272 images and
documents scanned. The remainder of the archives includes oversize ledger books and fragile
newspapers, which will require careful handling, including transportation to the Wolfsonian for scanning
properly; conversion of slides and negatives to digital and the preservation of original artifacts.
201 4-201 5 accom pl ish ments :o lnstallation of scanning equipment for three catalogers. Scan and upload 693 folders, which contain over 22,272 pages or images, mostly consisting of
photographs, brochures and pamphlets, and postcards.o Cataloging of approximately 22,272 pages.o Creation of metadata tags and description of images and pages content that help users search easily
for their interests.. Organization of items in archival storage media for long-term preservation of historical archives.. Support and creation of historical exhibits at the City of Miami Beach and the Wolfsonian.. Launched the website containing the Miami Beach Historical Archives at:
http ://m ia m i beacha rch ives. com/
The Wolfsonian Museum, (under the direction of Dr. Frank Luca and Derek Merleaux, Digital Project
Consultant) has submitted an amendment to the proposal in the amount not to exceed $78,543.22 to
complete the digitization and cataloguing of the remaining historical materialsfrom the Cityof MiamiBeach
Archives and upload these materials online in a user-friendly interface. FIU is also proposing to move the
hosting of the website, from Sobeck Digital to FIU Libraries. The cost of the migration is included in the
budget and no additional annual cost is associated with the maintenance of the website. This website will
be linked from the Miami Beach Archives website.
Financial lnformation:
Source of
,fi:::: o Amount Account
1 $78,543.22 Resort Tax Contingency - FY 2014115.
Total $78.543.22 Funded from Contingency; paid from Professional
Services (1 60-4300-00031 2)
Financial lmpact Summary:
Office of the City Clerk
nEn c7 H
oor, /0'lt{-liMIAMIBTACH280
MIAMIBEACH
City of Miami Beach, 1700 Convention Center
www.miamibeachfl.gov
Drive, Miami Beach, Florida 33139,
COMMISSION MEMORANDUM
missionTO: Mayor Philip Levine and Members the City
FROM:Jimmy L. Morales, City Manager
Rafael E. Granado, City Clerk
October 14,2015DATE:
SUBJECT: A Resolution Authorizing The City Manager To Execute An Amendment To The
AgreementWith Florida lnternationa! University, ln An Amount Not To Exceed
$78,543.22, To Provide Archiva! Digitization And Cataloging Services Of
Historical Documents.
RECOMMENDATION
Adopt the Resolution.
FUNDING
$78,543.22 is available in the Resort Tax Contingency -FY 2014t15.
BACKGROUND
On June 11,2014, the City Commission adopted Resolution No. 2014-28640 authorizing the City
Manager to enter into an Agreement with Florida lnternational University in the amount of $t SS,OOO
to provide archival digitization and cataloging services of historical documents and material for the
City's Centennial Anniversary.
Thefirst phase of the Project began in lateAugust 2015, setting up an installation of scanning
equipment for three catalogers, ordering and installing the equipment and working on a cataloging
methodology. ln February 2Q14, the archivaldatabase acquired a Miami Beach domain, wnich ii
publicly available. Cataloguing and digitization of images continued, and as of August of 2015, there
were 22,272 images and documents scanned. The remainder of the archives includes oversized
ledger books and fragile newspapers, which will require careful handling, including transportation to
the Wolfsonian for scanning properly; conversion of slides and negatives to digital and the
preservation of original artifacts. See below for details:
201 4-2015 accomplishments:r lnstallation of scanning equipment for three catalogers.. Scanned and upload 693 folders, which contain over 22,272 pages or images, mosfly consisting
of photographs, brochures and pamphlets, and postcardso Cataloging of approximately 22,272 pages.
281
City Commission Meeting
FIU - Centennial Archival Digitization
October 14, 2015
Page 2 of 4
. Creation of metadata tags and description of images and pages content that help users search
easily for their interests.
o Organization of items in archivalstorage media for long-term preservation of historical archives.. Support and creation of historical exhibits at the City of Miami Beach and the Wolfsonian.o Launched the website containing the Miami Beach Historical Archives at:
http ://miam i beacharchives. com/
The Wolfsonian Museum, (underthe direction of Dr. Frank Luca and Derek Merleaux, Digital Project
Consultant) has submitted an amendment to the proposal in the amount not to exceed $78,543.22
to complete the digitization and cataloguing of the remaining historical materials from the City of
Miami Beach Archives and upload these materials online in a user-friendly interface. FIU is also
proposing to move the hosting of the website, from Sobeck Digital to FIU Libraries. The cost of the
migration is included in the budget and no additional annual cost is associated with the maintenance
of the website. This website will be linked from the Miami Beach Archives website.
Proposed Scope of Work - Miami Beach Digitalization Project Phase ll.
This Project will continue the work done in the first year. FIU will organize and make available an
additional 10,000 historical documents from the Office of the City Clerk. These will be uploaded
online in a user-friendly interface. They will be permanently hosted on a website. FIU intends,
pending approval of the City, to move the hosting of the website from current vendor, Sobeck Digital,
to FIU Libraries, where it will be maintained. The cost of migration is included in the budget. There
will be no additional annual costs associated with maintenance of the website.
lncluded in the process will be creating descriptive metadata, following the Library of Congress
Thesaurus for Graphic Materials (LOC-TGM) cataloging standards using the Metadata Object
Description Schema (MODS) record format, so that the uploaded materials can be searched by
users. The searchable digital archives will be publicly available.
Original materials from the Office of the City Clerk will be refiled and stored in archivally appropriate
storage media, and housed in space at the direction of the City.
Drs. Luca and Lipartito will supervise the chief research as well as FIU graduate students and
interns performing the digitizing work, cataloguing and storage. They will use digital equipment
purchased with funds from year one.
Derek Merleaux, a digital archive specialist, will provide expertise in website design, metadata
creation and uploading of archival materials and migration of website to FIU hosting.
Deliverables:
1. Research and selection of materials from City of Miami Beach Archives.
2. Digitizing of 10,000 items from City of Miami Beach Archives.
3. Cataloguing and creation of metadata tags for digitized items.
4. Migration of webhosting to FIU Libraries.
5. Uploading of digitized materials.
Schedule:
The digitizing, cataloging, researching and storage will take place on a continual basis from
November 1 through the duration of the project.
282
City Commission Meeting
FIU - Centennial Archival Digitization
October 14, 2015
Page 3 of 4
Migration of Website to FIU Libraries will be completed by end of calendar year 2015.
Budget:
Senior Personnel-
Salaries are for principal investigators Lipartito (20% summer), Luca and Merleaux, who will head
the project.
Luca and Merleaux will receive Extra State Compensation ($9,103.83) as this work falls outside the
scope of their assigned duties. lt will be performed outside of their regular working hours and
offsite.
Other Personnel-
Paula De La Cruz Fernandez will be chief researcher. The chief researcher will handle the dayto-
day work and be responsible for supervising the student assistant workers and interns. The chief
researcher will consult with the principal investigators as needed.
One funded MA student (9 months) will handle the scanning and uploading underthe supervision of
the chief researcher, assisted by FIU student interns when available and appropriate.
Two interns (one graduate, one undergraduate) will assist the MA student and chief researcher in
handling materials and scanning. lnterns will be paid stipends at end of their semester of internship.
Fringe Benefits -
FIU is currently using a fringe benefit rate of 27.76% for full time employees (faculty and
administrative), 39.17% for staff employees,3.29o/o for Other OPS and Temporary Faculty (except
students), 5.82o/o for Graduate Student assistants, and 0.53% for Student OPS. This rate is
proposed at proposal submission and is an estimate for budgeting purposes only. The projectwill be
charged the actual cost of the fringe benefits.
Domestic Travel-
Transportation is for mileage/bus fare for students and chief researcher from FIU to Miami Beach
work site. As with Year 1, Miami Beach will provide parking.
Other Direct Costs -1. Material costs are for archiving boxes and sleeves to store originals in stable, archival
appropriate containers.
2. Maintenance and repairs are included to reflect the usage and depreciation of the scanning and
computer equipment over two years. The equipment purchased in Year 1 belongs to the City of
Miami Beach, but given heavy use of it over two years, we should build in some funds for
repairs. This amount can be removed from the grant if the City agrees to handle repairs and
replacement of worn equipment.
3. FIU Libraries will charge $4,000 to transfer digital archives to FIU Libraries server from current
vendor, Sobeck Digital Hosting. This will be a one-time charge and FtU Libraries will maintain
site and store, backup and provide disaster recovery plan for data on an ongoing basis for no
additional cost.
FIU will provide a tuition waiver as needed for the funded MA student.
283
City Comm ission Meeti ng
FIU - Centennial Archival Digitization
October 14, 2015
Page 4 of 4
lndirect Costs
lndirect costs, 5o/o, ata overhead
university by grants.
Budget:
Salaries:
Fringe Benefits:
Domestic Travel
Other Materials & Supplies
Transfer of Digital Archive to FIU Libraries
Repairs & Maintenance
lndirect Costs (5%)
Total Direct and lndirect Costs
on grants charged by FIU for general costs imposed on the
$59,775.28
$3,440.79
$2,700.00
$3,887.00
$4,000.00
$1,000.00
$3,740.15
$78,543.22
CONCLUSION
The Administration recommends adopting the attached resolution authorizing the City Manager to
enter into an agreement with Florida lnternational University in an amount not to $78,543.22 to
complete the archival digitization and cataloging services of historical documents and materials.
T:\AGENDA\201S\OctobeAoffice of the City Clerk\Reso Approving Agreement wtih FtU MEMO.doc
284
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND GITY GOMMISSION OF THE
CITY OF MIAMI BEACH AUTHORIZING THE CITY MANAGER TO
EXECUTE, IN A FORM TO BE APPROVED BY THE CITY ATTORNEY,
AN AMENDMENT TO THE AGREEMENT, DATED AUGUST 15, 2014,
BETWEEN THE CITY AND FLORIDA INTERNATIONAL UNIVERSITY,
!N AN AMOUNT NOT TO EXCEED $78,543.22. TO COMPLETE THE
MIAMI BEACH ARCHIVAL DIGITALIZATION PROJECT.
WHEREAS, the City of Miami Beach celebrated its Centennial on March 26,2015; and
WHEREAS, the City Administration has identified a need to document, digitize, and
catalog the City's historical documents and other materials, which are currently archived by the
Office of the City Clerk; and
WHEREAS, on June 11, 2014, the Mayor and City Commission adopted Resolution No.
2014-28640, authorizing the City Manager to enter into an agreement with Florida lnternational
University in an amount not to exceed $135,000, to provide archival digitalization and cataloging
services of historical documents and material for the City's Centennial anniversary (the
"Project"); and
WHEREAS, Phase One of the Project began in late August 2015, when the City and FIU
installed scanning equipment and developed a cataloging methodology for the City's archives;
and
WHEREAS, in February 2014, the archival database became accessible to the public
via the City of Miami Beach's website; and
WHEREAS, as of August 2015, and as part of the Project, 22,272 images and
documents have been scanned and archived; and
WHEREAS, the remainder of the documents to be archived include oversized ledger
books and fragile newspapers, which require careful handling, including transportation to the
Wolfsonian Museum for proper scanning; conversion of slides and negatives to digital format;
and the preservation of original artifacts; and
WHEREAS, the Wolfsonian Museum, (under the direction of Dr. Frank Luca and Derek
Merleaux, Digital Project Consultant) has proposed to complete the digitalization and cataloging
of the remaining historical materials in the City's archives, and upload these materials online,
with a user-friendly interface, at an additional cost not to exceed $78,543.22 ("Phase Two"); and
WHEREAS, during Phase Two of the Project, FIU will digitally archive, organize, and
make available online an additional 10,000 historical documents currently archived by the Office
of the City Clerk; and
285
WHEREAS, pending approval of the City, FIU intends to move the hosting of the City's
digital archives from the current vendor, Sobeck Digital, to FIU Libraries, where the digital
archives will be maintained at no additional annual cost for maintenance of the website; and
WHEREAS, in order to preserve these historic original materials, FIU will refile and store
these materials on archival storage media, which media will be housed at a location and in a
manner to be determined by the City.
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND CITY
COMMTSSION OF THE CITY OF MIAMI BEACH, FLORIDA hereby authorize the City Manager
to execute, in a form to be approved by the City Attorney, an Amendment to the Agreement,
dated August 15, 2014, with Florida lnternational University, in an amount not to exceed
$78,543.22, to complete the Miami Beach Archival Digitalization Project.
PASSED and ADOPTED this 14th day of October 2015.
Mayor Philip Levine
ATTEST:
Rafael E. Granado
City Clerk
APPROVED AS TO
rONIV & LANGUAGE
& FOR EXECUTIONn&0.-.F t6-(,- \,
--riiltto,nen NK
o'"
T:\AGENDA\201S\Oclober\Office of the City C|erk\RESOLUTION FIU DIGITALIZATION OF ARCHIVAL MATERIALS reg.docx
286
AMENDMENT NO. 1 TO THE AGREEMENT, DATED AUGUST 15,2014, BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA AND
THE FLORTDA INTERNATIONAL UNIVERSITY BOARD OF TRUSTEES
FOR WORK RELATED TO THE MIAMT BEACH ARGHIVES DIGITALIZATION PROJEGT
(THE "AGREEMENT")
This Amendment No. 1 ("Amendment") to the Agreement is entered into this
-
day of
, 2015 ("Effective Date"), by and between the City of Miami Beach, Florida, a
municipat corporation organized and existing under the laws of the State of Florida, having its
principal place of business at 1700 Convention Center Drive, Miami Beach, Florida 33139
('Cityt;, and the Florida lnternational University Board of Trustees, having its principal place of
business at 11200 SW 8th Street, Miami, FL 33199 ("FlU'), for work related to the Miami Beach
Archives Digitalization Project.
RECITALS
WHEREAS, the City of Miami Beach celebrated its Centennial on March 26, 2015; and
WHEREAS, on June 11, 2014, the Mayor and City Commission adopted Resolution No.
2014-28640, authorizing the City Manager to enter into an agreement with Florida lnternational
University in an amount not to exceed $135,000, to provide archival digitalization and cataloging
services of historical documents and material for the City's Centennial anniversary (the
"Project"); and
WHEREAS, as of August 2015, and as part of the Project, 22,272 images and
documents have been scanned and archived; and
WHEREAS, the remainder of the documents to be archived includes oversized ledger
books and fragile newspapers, which require careful handling, including transportation to the
Wolfsonian Museum for scanning properly; conversion of slides and negatives to digital format;
and the preservation of original artifacts; and
WHEREAS, the Wolfsonian Museum has proposed to complete the digitization and
cataloguing of the remaining historical materials in the City's archives, and upload these
materiils online, with a user-friendly interface, at an additional cost not to exceed $78,543.22
("Phase Two"); and
WHEREAS, this Amendment is necessary to complete the archiving and digitalization of
the City's archives.
NOW THEREFORE, in consideration of the mutual promises and conditions contained
herein, and other good and valuable consideration, the sufficiency of which is hereby
acknowledged, the City and Tyler hereby agree to amend the Agreement as follows:
1. ABOVE RECITALS.
The above recitals are true and correct and are incorporated as part of this Amendment.
287
2. MODIFICATIONS.
This Amendment hereby amends the Agreement as follows.
a. Project Period
The Project Period, as set forth in Section I of the Agreement, is hereby extended
to December 31, 2016.
b. Statement of Work
The Statement of Work referenced in Section lV of the Agreement and set forth
in Appendix A to the Agreement is hereby amended to include the Statement of
Work attached hereto and incorporated herein as Appendix B.
c. Compensation
The total compensation payable by the City to FlU, as set forth in Section V of
the Agreement, is hereby increased by $78,543 .22, for a total of $21 1,441.98.
3. RATIFICATION.
Except as amended herein, all other terms and conditions of the Agreement shall remain
unchanged and in full force and effect. ln the event there is a conflict between the
provisions of this Amendment and the Agreement, the provisions of this Amendment
shall govern.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
288
lN WTTNESS WHEREOF, the parties hereto have caused this Amendment to be executed
by their appropriate officials, as of the date first entered above.
FOR. G!TY:
ATTEST:
By:
Rafael E. Granado
City Clerk
Jimmy L. Morales
City Manager
Date
FOR FIU:
ATTEST:
Date
By:
Robert Gutierrez
Director, Pre-Award
Division of Research
Print Name/Title
Date Date
APPROVED AS TO
riinM & LANGUAGE
& FOR EXECUTION
lS- L-r9
Dote
NK
City AttorneY
289
Appendix B
STATEMENT OF WORK AND BUDGET
Scope of Work: Miami Beach Digitalization Project Year ll (Two).
This Project will continue the work done in Year I (One). We will organize and make available
an additional 10,000 from the Office of the City Clerk. These will be uploaded online in a user-
friendly interface. They will be permanently hosted on a website. FIU intends, pending
approval of the City, to move the hostlng of the website from current vendor, Sobeck Digital, to
FIU Libraries, where it will be maintained. The cost of migration is included in the budget.
There will be no additional annual costs associated with maintenance of the website.
lncluded in the process will be creating descriptive metadata, following the Library of Congress
Thesaurus for Graphic Materials (LOC-TGM) cataloging standards using the Metadata Object
Description Schema (MODS) record format, so that the uploaded materials can be searched by
users. The searchable digital archives can be made publicly available as per City of Miami
Beach determination.
Original materials from the Office of the City Clerk will be refiled and stored in archivally
appropriate storage media, and housed in space at the direction of the City.
Drs. Luca and Lipartito will supervise the chief research as well as FIU graduate students and
interns performing the digitizing work, cataloguing and storage. They will use digital equipment
purchased with funds from Year 1 (One).
Derek Merleaux, a digital archive specialist, will provide expertise in website design, metadata
creation and uploading of archival materials and migration of website to FIU hosting.
Deliverables
1. Research and selection of materials from City of Miami Beach Archives
2. Digitizing of 10,000 items from City of Miami Beach Archives
3. Cataloguing and creation of metadata tags for digitized items
4. Migration of webhosting to FIU Libraries
5. Uploading of digitized materials
Schedule
tfre algltizing, cataloging, researching and storage will take place on a continual basis
from November 1 through the duration of the proiect.
Migration of Website to FIU Libraries will be completed by end of calendar year 2015.
Budget
Senior Personnel
Salaries are for principal investigators Lipartito (20% summer), Luca and Merleaux, who will
head the project.
290
Luca and Merleaux will receive Extra State Compensation ($9,103.83) as this work falls outside
the scope of their assigned duties. lt will be performed outside of their regular working hours
and offsite.
Other Personnel
Paula De La Cruz Fernandez will be chief researcher. The chief researcher will handle the day-
to-day work and be responsible for supervising the student assistant workers and interns. The
chief researcher will consult with the principal investigators as needed. Accordingly, we have
reduced the compensation for the Pls and increased the compensation for the chief researcher,
who willtake on additionalduties.
One funded MA student (9 months) will handle the scanning and uploading under the
supervision of the chief researcher, assisted by FIU student interns when available and
appropriate.
Two interns (one graduate, one undergraduate) will assist the MA student and chief researcher
in handling materials and scanning. lnterns will be paid stipends at end of their semester of
internship.
Frinoe Benefits:
FIU is currently using a fringe benefit rate of 27.760/o for full time employees (faculty and
administrative), 39.17o/o for staff employees, 3.29o/o for Other OPS and Temporary Faculty
(except students), 5-82o/o for Graduate Student assistants, and 0.53% for Student OPS. This
rate is proposed at proposal submission and is an estimate for budgeting purposes only. The
project will be charged the actual cost of the fringe benefits.
Domestic Travel
Transportation is for mileage/bus fare for students and chief researcher from FIU to Miami
Beach work site. As with Year l, Miami Beach will provide parking.
Other Direct Costs:
1. Material costs are for archiving boxes and sleeves to store originals in stable, archival
appropriate containers.
2. Maintenance and repalrs are included to reflect the usage and depreciation of the
scanning and computer equipment over two years. The equipment purchased in Year 1
belongs to the City of Miami Beach, but given heavy use of it over two years, we should
build in some funds for repairs. This amount can be removed from the grant if the City
agrees to handle repairs and replacement of worn equipment.
3. FIU Libraries will charge $4,000 to transfer digital archives to FIU Libraries server from
current vendor, Sobeck Digital Hosting. This will be a onetime charge and FIU Libraries
will maintain site and store, backup and provide disaster recovery plan for data on an
ongoing basis for no additional cost.
FIU will provide a tuition waiver as needed for the funded MA student.
lndirect Costs
lndirect costs, 5o/o, aira overhead on grants charged by FIU for general costs imposed on the
university by grants.
291
Budget:
Salaries:
Fringe Benefits:
Domestic Travel
Other Materials & Supplies
Transfer of DigitalArchive to FIU Libraries
Repairs & Maintenance
lndirect Costs (5%)
Total Direct and lndirect Costs
$59,775.28
$3,440.79
$2,700.00
$3,887.00
$4,000.00
$1,000.00
$3,740.15
$78,543.22
292
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293